Privacy Policy

1. Information We Collect

1.1 Business and account information

When you register for WAI POS or request a demo, we collect details such as:

• Business or outlet name, type of business, and number of locations
• Owner or authorised contact name, email address, and phone number
• Billing address, city, state, and PIN code
• GSTIN, PAN, or other tax identifiers you provide for invoicing and compliance
• Subscription plan, payment history, and account preferences

1.2 Staff and user account data

For each person you add to your WAI POS account, we may store:

• Name, role (e.g. cashier, manager, admin), and assigned outlet
• Login credentials (passwords are stored in encrypted form)
• Activity logs such as login time, bills generated, and refunds processed

1.3 Transaction and operational data

When you use WAI POS to run your business, the app processes:

• Sales orders, item names, quantities, prices, discounts, and taxes (including GST)
• Payment method (cash, UPI, card, wallet, credit) and payment status
• Table, room, or counter numbers for restaurants and hotels
• KOT (Kitchen Order Ticket) and bill numbers, timestamps, and staff who handled each order
• Inventory levels, stock movements, low-stock alerts, and supplier records you enter
• Daily, weekly, and monthly sales reports and export files you generate

1.4 End-customer information (optional)

If you choose to capture customer details at checkout or for loyalty programs, we store only what you enter, such as:

• Customer name and mobile number for receipts, delivery, or follow-up
• Email address for digital invoices or promotional messages you send
• Order history linked to a customer profile for repeat visits

You are responsible for informing your customers and obtaining any consent required before collecting their data.

1.5 Device, app, and technical data

• Device type, operating system version, app version, and unique device identifiers
• IP address, network type, and general location (city/region) derived from IP
• Crash reports, error logs, and performance data to diagnose issues
• Offline transaction data stored locally on your device until it syncs to our servers

1.6 Website and contact form data

When you use this website or contact us, we may collect your name, email, phone number, business name, and the content of messages you submit through our contact or demo request forms.

2. How We Use Your Information

We use the information described above for the following specific purposes:

2.1 Providing and operating WAI POS

• Create and manage your business account and user logins across outlets
• Process billing, generate invoices and receipts, and calculate applicable taxes
• Track inventory in real time and trigger low-stock notifications
• Sync data between devices and cloud storage when you work online or after offline use
• Generate sales, GST, payment, and inventory reports you request
• Support multi-store management so you can view consolidated or outlet-wise data

2.2 Account, billing, and support

• Process subscription payments and send invoices or payment reminders
• Respond to demo requests, support tickets, and contact form enquiries
• Send service-related notices such as maintenance updates, security alerts, or policy changes
• Verify your identity when you contact support about your account

2.3 Security, fraud prevention, and compliance

• Monitor for unauthorised access, suspicious activity, or misuse of the platform
• Maintain audit trails of staff actions for accountability and dispute resolution
• Meet legal obligations under applicable Indian laws, including tax and record-keeping requirements
• Respond to lawful requests from courts, regulators, or government authorities

2.4 Product improvement

• Analyse aggregated, anonymised usage patterns to improve app performance and features
• Fix bugs, reduce crashes, and optimise offline sync reliability
• Understand which features are most used across industries (restaurants, retail, pharmacies, etc.)

2.5 Marketing (with your consent where required)

• Send product updates, new feature announcements, or promotional offers to business contacts who have opted in
• Follow up on demo requests you submit through our website

You may opt out of marketing emails at any time using the unsubscribe link in those messages.

3. How We Share Information

We do not sell your personal or business data. We share information only in these situations:

• Service providers: Cloud hosting, backup, SMS/email delivery, payment gateways, and analytics tools that help us operate WAI POS under strict confidentiality agreements
• Payment processors: When you accept digital payments, transaction data is shared with authorised payment partners to complete the payment
• Within your organisation: Data you enter is visible to users you authorise (e.g. managers see reports; cashiers see orders)
• Legal requirements: When required by law, regulation, or a valid legal process
• Business transfers: In connection with a merger, acquisition, or sale of assets, with notice to affected users where applicable

4. Data Storage and Retention

• Your data is stored on secure servers located in India or with providers that meet our security standards
• Transaction and tax-related records are retained for the period required under applicable Indian tax and commercial laws (typically up to 8 years for financial records unless a longer period is mandated)
• Account data is kept while your subscription is active and for a reasonable period after closure to handle disputes, backups, and legal obligations
• Contact form and demo request data is retained until your enquiry is resolved and for follow-up purposes, unless you ask us to delete it sooner

5. Data Security

We use industry-standard measures to protect your information, including:

• Encryption of data in transit (HTTPS/TLS) and encryption of sensitive data at rest
• Role-based access controls so staff only see data relevant to their permissions
• Regular security reviews and monitoring for unauthorised access
• Secure offline storage on your device with encrypted sync when connectivity is restored

No method of transmission or storage is completely secure. We encourage you to use strong passwords and limit admin access to trusted personnel.

6. Your Rights and Choices

Depending on applicable law, including India's Digital Personal Data Protection Act, 2023, you may have the right to:

• Access the personal information we hold about you or your business account
• Correct inaccurate or incomplete account or contact details
• Request deletion of data that is no longer required, subject to legal retention obligations
• Withdraw consent for optional processing such as marketing communications
• Export your business data (sales, inventory, customer records) through in-app report and export features
• Nominate a grievance contact or raise a complaint with us regarding data handling

To exercise these rights, contact us using the details in Section 9. We will respond within the timeframe required by applicable law.

7. Cookies and Website Analytics

Our website may use essential cookies to maintain basic functionality and optional analytics cookies to understand how visitors use the site (e.g. pages viewed, referral source). You can control cookies through your browser settings. Disabling cookies may affect certain website features.

8. Children's Privacy

WAI POS is a business product intended for use by merchants and their authorised staff. We do not knowingly collect personal information from individuals under 18 years of age. If you believe we have collected such information, please contact us so we can delete it.

9. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will post the updated policy on this page with a revised "Last updated" date and, where appropriate, notify account holders by email or in-app notice. Continued use of WAI POS after changes take effect constitutes acceptance of the updated policy.

10. Contact Us

If you have questions about this Privacy Policy or how your data is handled, contact:

For grievances related to personal data processing, you may also write to our Data Protection Officer at the email address above with the subject line "Privacy Grievance – WAI POS".